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Computerization and administration

ATLASERP


To ensure compliance with ourits authorisations, weVTTI strongly relyrelies on ourits ERP system and the measures of internal control therein.

VTTI currently operates an ERP system called Tomcat.ATLAS. InATLAS parallel,has a new ERP system, Atlas, is beingbeen developed in-house to ensure it aligns closely with the specific requirements of the tank storage terminal business. 

ATLAS interacts with CMS, VTTI’s customs module, through an interface. Based on standardized, predefined business rules, CMS reviews data input, generates documentation, submits declarations, and provides feedback to the user.

A detailed description of the process governed through ATLAS and CMS is beingincluded rolledbelow.


The outprevious graduallyERP onsystem, a terminal-by-terminal basis. AtlasTomcat, is alreadycurrently livestill operational at a number of terminals,terminals whileawaiting furtherthe implementationsphased, areterminal-by-terminal ongoing.

rollout of ATLAS.

Our ERP system comprises a database developed under VTTI’s own direction and includes various modules relevant to our authorisations, including automated customs decisions. The relevant modules for the customs administration are:


  1. Contracts & Invoicing – In the contracts it is agreed what activities are allowed for a customer and what data must be provided to allow us keep a proper customs administration;

  2. Orders & Nominations – The order process allows us to process the data received from our customers and validate this against our authorisations. Furthermore, the order process provides for a full audit trail of the lifecycle of a product at our terminals and allows checks and controls at the relevant moments in time;

  3. Product management – To ensure correct tax treatment that is driven by the tariff classification and excise classification of products;

  4. Operations – Where controls are embedded in relation to the physical movements of the products;

  5. Reporting – To provide the required reports to the authorities;

  6. Customs – A rule base that processes the data from the other modules and determines the consequences from a customs point of view. It provides for the possibility to communicate electronically with systems from the customs authorities, including EMCS, NCTS and DMS;

  7. Record keeping and Inventory – Allows to have a proper stock keeping accounting for the Products handled at our facilities, including the administrative qualifications such as customs status and origin.
The ERP system plays a key role in VTTI’s stock administration for customs purposes, which is jointly carried out on a daily basis by CS and OPS at the terminal office.


The software specialists who manage the ERP system from a technical perspective are employed by ITankVTTI Terminal support services B.V. and have their permanent place at the head office in Rotterdam, the Netherlands.


In our ERP system, measures of internal control are embedded as a continuous part of our process to ensure compliance and the lodging of timely, correct and complete customs declarations.

With regard to the operation of ourVTTI’s ERP system, the following procedures are relevant to hardware, software, and access control in order to prevent system outages and security breaches.


Quality online

Within the VTTI Group, the management system tool QOL is available worldwide and provides controlled document management, reporting, and a Management of Change module. In the reporting system, registrations of incidents, near misses, safety observations rounds, internal and external audits, suggestions for improvement and complaints (and claims) can be reported and managed according to a defined workflow.

BzCtrl.


VTTI uses BzCtrl. as its compliance platform specifically for customs, excise and AEO-compliance. Key functions are:

  • -    Domains and workspaces – BzCtrl. is structured into multiple domains and workspaces, allowing user‑specific access rights to be defined so that only elements relevant to a particular user are visible.
    -    Risk register – All identified customs-related risks are centrally documented. The risk register plays a central role in VTTI’s control framework. Each risk is mitigated through measures designed to keep the risk manageable.
    -    Document management – The AO/IC, procedures, work instructions, and other relevant customs & excise documents can be accessed and updated centrally in BzCtrl. BzCtrl includes a revision history function, allowing updates to be monitored and earlier versions to be retrieved. Access rights and authorization to make updates can be granted to specific individuals, or documents can be marked as private, limiting access to a defined group of colleagues.
    -    Internal controls – Customs and excise related ICs are integrated in BzCtrl. They can be assigned to a specific user, including a fixed recurrence term, deadline and reviewer. The results of internal controls are made accessible via BzCtrl.’s dashboard function.
    -    Incident registry – Customs compliance incidents (at HQ or at one of the terminals) are registered centrally in BzCtrl, providing the CGT team with real-time insight, and enabling the team to take measures as needed.
    -    Archiving – Documents relevant for customs & excise can be stored in the system. 
    -    E-learnings – BzCtrl. is VTTI’s central tool for customs- and excise-related e‑learnings, which can be assigned to specific users based on content and role.
    -    To-do – BzCtrl’s to‑do function makes the system suitable for use as a project management tool, enabling the tracking of actions, the setting of deadlines, and the assignment of actions to specific users.
    -    Forms -




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